Electronic vs. Digital Signatures: Managing Multi-Step PDF Approvals
Question details
The user needs to set up a multi-step timesheet approval workflow where initial signers do not lock the document, allowing subsequent reviewers to make changes or add their own signatures.
- Product
- Adobe Acrobat Pro DC
- Device & OS
- not provided
- Scenario
- Creating a sequential multi-step timesheet approval workflow involving employees, foremen, and managers.
- Observed behavior
- Using standard digital signatures prematurely locks the PDF form fields, preventing subsequent reviewers from modifying the document or adding their own approvals.
Determine whether your workflow legally requires cryptographic validation (a digital signature) for all parties, or if a simple identity acknowledgment (an electronic signature) is sufficient for initial steps.
Use Text Fields for Initial Acknowledgment and Digital Signatures for Final Approval
This approach prevents the document from locking prematurely by substituting a formal digital signature with a required text-based electronic acknowledgment for early workflow steps.
Digital signatures are designed to certify document integrity and often lock form fields to prevent tampering. Electronic signatures, however, can simply be a typed name acting as intent.
By replacing the first signer's digital signature field with a standard text field, the employee can "sign" the document without triggering the security locks that hinder the foreman and manager.
Launch your PDF editing software and open the timesheet form that requires the multi-step approval.
Delete the existing digital signature field designated for the first signer (e.g., the employee).
Insert a new 'Text Field' in its place. Name it 'Employee Electronic Signature' and check the 'Required' box in the field properties so the document cannot be submitted blank.
Ensure the foreman and manager still have designated 'Digital Signature' fields, as they will be the final authorities locking the approved document.
Configure Signature Field Properties to Lock Only Specific Fields
If a digital signature is strictly required for the first user, configure the signature field to lock only the employee's section rather than the entire document.
Easily Manage PDF Signatures and Forms with WPS Office
WPS Office provides robust PDF editing capabilities, allowing you to seamlessly insert text fields for flexible electronic signatures or apply certified digital signatures for secure, multi-step approvals.
- 1. Open your PDF: Launch WPS Office and open the timesheet or form you want to configure.
- 2. Navigate to the Form tab: Click on the 'Form' tab in the top ribbon to access form creation tools.
- 3. Add signature fields: Use the 'Text Field' tool for initial electronic signers, or the 'Sign' tool to place formal digital signature boxes for final approvers.
- 4. Save and share: Save your configured PDF form and send it out for sequential signing without workflow interruptions.
Frequently Asked Questions
What is the main difference between an electronic and a digital signature?
An electronic signature is a digital representation of a person's intent to sign (such as a typed name, checked box, or drawn image). A digital signature uses encrypted cryptographic certificates to authenticate the signer's identity and secure the document against post-signing tampering.
Why does my PDF lock completely after applying a digital signature?
By default, many digital signature fields are configured to lock the entire document upon signing to protect its integrity and ensure no unauthorized changes are made. This behavior can be changed in the signature field's properties prior to signing.
Can multiple people digitally sign the same PDF form?
Yes, multiple users can apply digital signatures sequentially. However, the initial signature fields must be configured in advance to either lock 'nothing' or lock 'only specific fields' so that subsequent reviewers are not locked out of their designated sections.
Do users need a paid PDF editor to fill out these forms?
No, users can generally fill in text fields and apply basic signatures using free software like WPS Office or Adobe Reader. However, creating the form fields and configuring the signature locking rules initially requires a full PDF editor.
